Before You Arrive
Bookings
When you make a booking, we will place The Villa on HOLD while you finalise your plans. The booking is only confirmed when we have received the deposit. We will inform you if we receive another request for the same time period.
Minimum booking periods
The Lookout has a minimum booking of
- 2 nights for low season
- 3 nights for mid-season
- 7 nights for high season
Making changes
Subject to availability, you can make changes to your booking up to 30 days before the arrival date. There is a USD 150 administration fee for each change made. If there is an increase in the rate between the old and new booking dates, you will be liable to pay the difference. The change will be confirmed once you pay the difference.
Note: if you shorten the length of your stay, this will be treated as a partial cancellation and cancellation rules apply.
Payments
Prices quoted are in US Dollars and are subject to change without prior notice. However, we will lock-in your rate once a deposit or payment has been received.
All payments can be made into our bank account or via PayPal. Payment is in US dollars unless a rate for other currencies has been agreed on prior to the payment being made.
You are responsible for the payment of all bank transfer/Paypal fees. We will confirm the amount received.
If you are booking more than 30 days before your arrival date, we require
- 50% of the total rental as deposit to confirm the booking
and the balance
- at least 30 days prior to your arrival date if not high season
- at least 60 days prior to your arrival date if in high season
Failure to pay on time may result in the loss of your booking.
If you book within 30 days (or 60 days in high season) of the date of arrival, we require full payment to secure your booking.
Once the deposit or full payment has been received, a final booking confirmation will be sent.
Security deposit
You need to pay a security deposit equivalent to one night’s rent, in USD cash, on arrival to our Villa manager. This deposit will be used against any damages or charges incurred during the stay.
The difference or full amount will be returned in USD once you have settled your account.
If the charges cannot be determined at the time of departure, we are entitled to withhold a reasonable estimate from your security deposit and will return any balance as soon as the actual cost has been determined.
Inclusions
The rental fee includes the cost of electricity, mains water, internet, basic cleaning, pool and gardening, local taxes, staff salaries and management fees.
Breakfast, bottled water and coffee and tea facilities are provided without charge.
The Villa comes fully staffed with a chef and kitchen staff who are available to cook lunches and dinners on request. To take advantage of this, you need to order in advance (preferably by 10 in the morning). These services are included; you just pay for the ingredients (see below).
Additional Costs
All additional services and purchases are charged at cost.
We ask that you establish a cash float on arrival to pay for ingredients and non-alcoholic beverages purchased for you by our staff. Staff will keep invoices and provide these to you at the end of your stay. Any unspent balance will be returned to you.
We are not licensed to sell alcohol so cannot purchase this on your behalf. However, you may bring your own. There are local regulations related to the amounts on site so please contact us for more details.
Your butler can assist you in organising extra services such as nannies, drivers, therapists, transport, tours and events. If we organise these for you, you have the option of paying at time in SL rupees or putting the cost on your account.
Gratuities for villa staff are encouraged and standard practice but are left to your discretion.
Arrival / Departure Times
Arrival time is 2.30pm, departure time 11am.
Ask us if you need early check in or late check out. These may be possible but are subject to availability and may incur additional costs.
Cancellation and Amendments
We hope that you don’t need to cancel but we recognise that at times things don’t go according to plan. So we will work with you to make it as painless as possible.
| If your booking is in | and you cancel … | We will refund |
| Low or mid-season | more than 60 days before the arrival date | 80% of your deposit |
| 30 – 60 days before the arrival date | 50% of your deposit | |
| 1 – 29 days before the arrival date and for no-shows | 0 | |
| High season | more than 90 days before the arrival date | 80% of your deposit |
| 60 – 90 days before the arrival date | 50% of your deposit | |
| 1 – 59 days before the arrival date and for no-shows | 0 |
A refund may be offered if the Villa is re-let for the same duration and at the same rates.
Costs associated with cash refunds will be deducted from the refund.
Any amendments that reduce the total rental amount will be treated as a partial cancellation and may be subject to the cancellation fees stated above.
In the unlikely event a villa booking is cancelled by the owners, the owners will attempt to secure an alternative booking or a full refund will be made.
If the villa is not available for your use during the period of rental due to events or circumstances beyond our control, we will immediately return all payments made by you. This agreement shall be terminated and you and us shall have no further obligations or liabilities in any manner pertaining to this agreement.
During your stay
Your responsibilities
You (as the lead guest) are responsible for
- ensuring that all guests are aware of, and abide by, these terms and conditions.
- ensuring that the number of people staying overnight at the villa does not exceed the number (adults and children) given at the time of the booking confirmation, unless you have prior confirmation from the owner.
- ensuring the safety and suitable behaviour of all guests at the Villa.
- ensuring that there is suitable adult supervision around the pool, beach and roads and when using all villa facilities. There are no lifeguards and our pool and beach access are not fenced.
- respecting the traditions, customs and laws of Sri Lanka and being respectful towards staff working at the villa, others sharing the grounds and local neighbours and guests at nearby properties.
- leaving the villa in the same state as when you arrived.
- paying for any damage (beyond reasonable wear and tear) or losses to the villa or contents that occurred during your stay. The cost of rectification will be deducted from your security deposit. If the amount exceeds this, then you will be responsible for paying the additional amount.
In cases of excessive or unacceptable loss, damage or anti-social behaviour, the owner may ask you to vacate the villa at any time without compensation or refund.
Things you can’t do
You may not make any changes or alterations to The Villa or property, such as fixing anything to the walls, removing furniture or art or redecorating any areas.
You may not at any time enter any other villa than the one you have booked and paid for. You may only use the facilities at The Villa.
You may not sublet the property.
You may not ask any of the staff to leave the property other than to purchase food or goods that you have requested and provided funds for.
Complaints
You agree to report any items needing repair or defect to the property or items belonging to the property, or issues with villa staff, to the villa manager as soon as possible.
Should you have a complaint during your stay, you agree to inform us immediately. The onsite manager will endeavour to address your concern or issue. If you are unable to resolve the issue, then the issue will be escalated to the owners.
If no complaint is reported during your stay, the Owners will assume that your stay was to your satisfaction and no complaint will be entertained once you have left the property.
Events
We understand that you may wish to hold a special event while staying at our villa. After all, it’s the perfect setting for a special birthday, anniversary celebration, wedding or party. We ask that you let us know at the time of booking if this is your intention. However, if your event involves the attendance of additional guests or requires outside catering and/or specialists such as DJs, wedding planners, decorations etc., you must get our written agreement at the time of booking.
Depending on the nature of the event, an additional security deposit and/or event fee will be required. This will be agreed and confirmed in writing prior to confirming the booking.
Failure to communicate the intention to hold an event at the time of booking, will be considered a breach of these terms and conditions, which may result in you being asked to vacate the Villa without compensation.
Right of Access
You agree to allow the villa owner or their representatives, access to the villa at any time on reasonable notice, to carry out repairs, which may be necessary during your stay. In cases of emergency, no notice shall be necessary.
The Villa Owner reserves the right to deny you access to or request you to leave the villa if you break any of these terms after the confirmation of booking. You will not be entitled to a refund should this happen.
Insurance
The Villa is privately owned and we provide security personnel to protect you and your guests. However, we will not be responsible for the loss of personal belongings, finances or valuables of any guests during the stay on the property.
Sri Lanka is making good development progress but still has some challenges. Accordingly, we strongly recommend that all members of your party are fully covered for travel to, and in, Sri Lanka, loss, theft and damage of personal effects and for medical insurance, including emergency evacuation and repatriation, before arriving in Sri Lanka.
By confirming a booking through the payment of the deposit or the full payment, you signify that either you have arranged for full insurance coverage of everyone in your party or you accept the risks and costs of not doing so. In either case you absolve the owner of all and any liability whatsoever in this regard.
Liability
You agree to indemnify and hold harmless the Owners and their agents, successors, employees and contractors from and against any costs, damages, liabilities, claims, legal fees and other actions for any damages, costs, attorney fees incurred by you, permitted guests, visitors or agents, representatives or successors due to any claims relating to destruction of property or injury to persons or loss of life sustained by you or your family and visitors in or about the villa.
You waive and release any claims against the owners, staff and their successors, assigns, employees or representatives, for any injuries or death that may be sustained by you on or near or adjacent to the villa, including any common facilities, activities or amenities. You agree to use any such facilities or amenities entirely at your own initiative, risk and responsibility.
Disclaimers
The description of the villa and the surrounding locations are provided in good faith and are accurate based on the latest inspection and information available. As The Villa is a private home, it is not comparable with official tourist structures, hotels or resorts. As such, it does not fall under industry standards and ratings but rather reflects the architecture, furnishings and facilities of the Owners’ personal taste.
Links to third party websites are provided solely for your convenience. We are not responsible for the content or accuracy of materials on such third-party websites.
We are not responsible for any negative experiences due to external circumstances during your stay. This may include, but is not restricted to, storms or unpredictable weather conditions, behaviour of locals or others on or around the property, damage or loss of personal property at the villa, finances, the vehicles, the contents of vehicles and drivers used, hired or engaged by you while staying in the villa or during your stay in Sri Lanka.
We are not responsible for any delay or cancellation of the booking as a result of war, threat of war, riot or civil strife, strike, demonstration, threatened or actual terrorist activity, natural disaster, fire, action at an airport or port by any government or public authority, technical problems relating to transport and airport regulations caused by technical, mechanical or electrical breakdowns, or any technical, structural, electrical, plumbing or other problems or difficulties with the villa which make it unsafe or unusable, or any other circumstances which amount to ‘force majeure’ or Acts of God, or other events beyond our control.
In no case are we liable to make any payment or give any refund or compensation of any amount over and above the total rental amount paid.
Jurisdiction
This agreement will be governed by the laws of Sri Lanka. In the event of a dispute arising from the booking and/or villa rental, only the Sri Lankan Courts can deal with the matter.
Payment of the deposit or full amount of the rental fee will constitute your agreement to all the terms and conditions of rental as listed above.
If any of the conditions of this agreement are or become or are deemed to be invalid, or if there is any omission from any terms and conditions, the remaining terms and conditions will remain valid and enforceable and cannot be contested.